1. What we collect
- Account information — email, display name and a hashed password, stored in our account system for authentication.
- Billing data — a customer ID from our payment processor. Card details are handled entirely by the processor; we never see or store your full card number.
- Usage metrics and diagnostics — translation minute counts and session metadata, used to enforce plan limits, and the technical outcome of each session (for example connection errors, delays and audio levels; never the audio or the text), used to find and fix sessions that fail.
- Device data & Anti-Abuse — a one-way, non-reversible cryptographic hash of a hardware identifier (
device_hash) to prevent free-tier trial abuse; the raw identifier is never retained or uploaded. - Live audio streams — captured audio is transmitted transiently over encrypted WebSockets (
wss://) to Google Cloud (Gemini Live API) and Alibaba Cloud (Qwen Realtime API) for real-time translation. We do not store or retain your audio on our servers. Under enterprise API terms, transient audio is not used to train AI models. The app shows you this once, before your first session, and asks you to confirm it before any audio is sent. - On-device speaker-change detection — speaker-change labels (S1/S2) are computed 100% locally on your computer CPU using embedded
sherpa-onnxmodels, and the voice embeddings never leave your device. This marks when the voice changes; it does not identify who is speaking, cannot assign a name, and loses accuracy over overlapping speech or heavy music. - Website assistant — if you use the chat on voxislive.com, the questions you type, the answers, the page and language, and the country of the connection (no IP address) are stored on our server for 30 days, with email addresses, keys and card-like numbers masked. The question and the conversation so far are sent to Anthropic (Claude API) to write and check the answer.
- Offer waitlists — if you leave your email address on the site to hear about an offer (for example Black Friday early access) and future Voxis offers, we store the address, your language, the page you signed up on, and when you signed up and confirmed — no IP address. If the same address has a Voxis account, the entry is linked to it. We first confirm the address by email (double opt-in); the confirmation and offer emails are sent through Resend, every message carries an unsubscribe link, and unconfirmed addresses are deleted after 30 days.
- Emails you send us — kept in our mailboxes (Google Workspace). To prepare our reply, the text of your message and a short summary of your account (plan, minutes, recent session outcomes) are sent to Anthropic (Claude API) with email addresses masked; a person reads every draft before it is sent.
- Local storage & Security — your browser stores a session token and language preferences; the desktop app stores settings, and any locally-held legacy BYOK API key is encrypted using Windows Data Protection API (DPAPI).
Without an email address and a password we cannot create an account, and without payment details we cannot process a purchase. Nothing else on this list is required to use the service.
2. How we use it
To operate the real-time translation platform and your account, process billing through third-party payment systems, enforce usage quotas and prevent free-tier misuse, find and fix sessions that fail, answer your emails, and send transactional email via Resend.
Legal basis. For each purpose we rely on one of the grounds the UK and EU GDPR allow:
| Purpose | Legal basis |
|---|---|
| Account, sign-in, licence and minute balance | Our contract with you |
| Live translation of the audio you choose | Our contract with you |
| Speech of other people that is part of that audio | Our legitimate interest in delivering the translation you asked for; it is processed only while the session runs and is not stored |
| Usage metering and plan limits | Our contract with you |
| Payments and receipts | Our contract with you; keeping the records is a legal obligation |
| Support: emails and problem reports | Our contract with you; our legitimate interest in answering you if you are not a customer |
| Diagnostics | Our legitimate interest in finding and fixing sessions that fail |
| One free tier per device | Our legitimate interest in preventing abuse of the free tier |
| Security of the website and the API | Our legitimate interest in protecting the service |
| Website assistant | Our legitimate interest in answering questions before you buy |
| Marketing emails | Your consent; if you have bought from us, our legitimate interest. Every message has a link to unsubscribe |
| Accounting records | Legal obligation |
3. Third-party sub-processors
Data flows only to the sub-processors needed to deliver the service:
- Polar — payments and invoicing, as merchant of record. Card details are handled by Polar; we receive a customer ID and the order record.
- Our own server (PocketBase) — account, licence and usage records, on infrastructure we operate ourselves.
- Resend — email delivery: sign-up, purchase receipts and support replies, and the confirmation and offer emails of the offer waitlist.
- Google Workspace — our mailboxes (support@, contact@ and the founder's address): the emails you send us and our replies.
- Google Cloud / AI Studio — Gemini, live audio translation.
- Alibaba Cloud / DashScope — Qwen, live audio translation.
- Cloudflare — delivers and protects voxislive.com (content delivery, attack protection, and the Turnstile bot check on sign-up and the website assistant). Requests to our website and API, including your IP address, pass through Cloudflare's network; live translation audio does not. Requests to cn-api.voxislive.com, our direct route for mainland China, do not pass through Cloudflare; for those, our own server looks up the country of your IP address in a local database, and the address is not sent anywhere for this. IP geolocation by DB-IP. Cloudflare R2 also stores the offsite copy of our nightly backups, kept for 14 days.
- Anthropic — Claude API, for the website assistant (the chat on voxislive.com), where it receives the questions you type and the conversation so far, and for drafting our replies to your emails, where it receives your message and a short account summary with email addresses masked. Under Anthropic's commercial API terms, inputs and outputs are deleted within 30 days and are not used to train models.
We never sell or rent your data. The full list, with what each one receives, is on the sub-processors page.
4. Browser extension privacy
The Voxis browser extension uses tabCapture permissions to capture active tab audio in volatile memory for live translation overlays. Tab audio is processed in RAM only while translation is active and is never stored, profiled, or shared with advertisers.
5. Retention and deletion
What we keep, where it lives, and for how long:
| Data | Where it lives | How long |
|---|---|---|
| Account data (email, display name, password hash) | Our server | While your account is active |
| Usage events (minute counts, session metadata) | Our server | Kept with the account; deleted or anonymized when the account is deleted |
| Problem report (scrubbed log, diagnostics, and the transcript only if you tick the box) | Our server | 12 months after the case was last updated; earlier on request |
| Diagnostics (technical outcome of each session) | Our server | 13 months |
| Device hash (free-tier protection) | Our server | 24 months after the device was last seen |
| Emails you send us, and our replies | Our mailboxes (Google Workspace) | Up to 6 years, because messages about purchases, refunds and complaints are part of our accounting records; other messages are deleted on request |
| Record of the marketing emails sent to you | Our server | 24 months |
| Backups of our server | Our server and Cloudflare R2 | 14 days |
| Transcripts and recordings | Your own disk — they are never uploaded to our servers | Until you delete them |
| AI session summary | Sent to the model only when you press the button; the text comes back to your computer | Not stored on our servers |
| Live audio | Passes through the translation engine while the session runs | Not stored |
| Website assistant conversation (masked text, page, language, country, rating) | Our server | 30 days, then deleted automatically |
| Offer waitlist (email address, language, sign-up page, sign-up and confirmation time) | Our server | Unconfirmed: 30 days. Confirmed: until you unsubscribe; after that the entry stays marked as unsubscribed so we never email you again — ask us and we delete it |
How to delete. Transcripts you delete yourself, from the saved-transcript list in the app; the file leaves your disk. For the account, write to [email protected]; we will delete or anonymize your account data within 30 days, except where legal or accounting obligations require retention. You can also delete the account yourself in the app: Settings › Membership › Delete my account.
6. Your rights
Depending on your jurisdiction (EU GDPR, UK GDPR, California CCPA, Türkiye KVKK), you have the right to access, correct, export, delete, restrict or object to the processing of your personal data. Where we rely on your consent, you can withdraw it at any time; this does not affect processing that already took place. You can object to processing based on our legitimate interest, and you can stop marketing emails at any time with the unsubscribe link or by writing to us. We answer requests within one month.
We do not make decisions about you by automated means that have legal or similarly significant effects, and we do not build profiles of you for advertising.
If you are not satisfied with our answer, you can complain to a data protection authority. In the UK this is the Information Commissioner's Office (ICO): ico.org.uk, telephone 0303 123 1113. In the EU it is the authority in the country where you live.
7. Security
Passwords are hashed with argon2/bcrypt; Legacy BYOK API keys are encrypted with hardware-bound Windows DPAPI; all transmission uses TLS/SSL (wss://, https://). On-device processing covers speech detection (VAD), speaker-change labelling and the free tier's local voice. On paid plans the captured audio streams continuously to the translation model while a session is live; on the free tier the stream is gated, so only detected speech is sent.
8. Children
The service is not directed at and may not be used by anyone under 18.
9. Contact & Data requests
Privacy questions and data protection requests: [email protected] or the contact page.
10. Cookies and browser storage
The website sets one cookie, voxis-lang, which remembers your language for up to a year. The account pages keep your sign-in in your browser's own storage, and the site uses that storage for a few things it needs to work: your language, the website assistant conversation and a purchase you have started but not finished. All of this stays in your browser. We use no advertising or tracking cookies, and our page counts work without cookies. Because everything here is needed for the site to work, we do not ask for cookie consent.
11. Changes to this policy
When we change this policy, we update the date at the top of the page. If a change affects how we use your data in a significant way, we also tell account holders by email.